Cases
A case is one procedure done for one patient, and the items used during it. Recording the case takes those items out of stock, so inventory stays right without a separate stock-out. The app stores no patient details. A case holds only an optional case number, the procedure, the staff involved and the items used.
Who can: Owner, Admin, Member, Clinician Roles that can view cases but not manage them can browse the list and open a case, and nothing more.
The case list
Where: Cases
The list shows the newest cases first: case number, procedure, staff and date. Open a case to see its staff and the items used, and whether each item came from the hospital or the patient.
To narrow the list, use the filters:
- Case #: an exact case number.
- From and To: a date range.
- Type: one procedure.
- Personnel: one or more staff members. A case matches if any of them worked on it.
Record a case
Where: Cases › New case
Roles that can only view cases still see the New case button on the list, but it doesn't open. They get a page-not-found error.
- Enter a Case # if you want one. It is optional, and each number can be used once at a site.
- Choose the Case type. This is the procedure, grouped by category. You must pick one.
- Add Personnel. Search by name and pick as many as you need.
- Add the items under Products used. See below.
- Press Save case.
If the procedure or person isn't on the list, New case type and New person appear under those fields, but only for roles that can manage procedures or staff. Otherwise ask an admin to add them. See Procedures and Staff and app users.
Add the items used
Use Search to find a product by name. Products your site has hidden for being unused don't appear in the search. See Stock visibility. If scanning is turned on for the site (see Scanning settings), Scan is next to it, and you can also type a barcode. Then:
- Set the Quantity.
- Choose Hospital supplied to take it from stock, or Patient supplied if the patient brought it. Patient-supplied items are recorded on the case but never touch your stock.
Hospital-supplied items come off the shelf soonest-expiry first (see Lots and expiry). Expired stock is used before anything else. If the items you chose would use expired stock, the row turns red and asks you to press Confirm use before you can save. Hospital supplied is greyed out if you ask for more than is available.
Roles that can add stock also see Instant add to stock, which adds stock for the product and uses it on the case in one go. See Inventory. Roles that can also manage products can create a product, or link an unknown barcode, right from the case. See Unknown barcodes.
Drafts
A case you haven't saved is kept as a draft on your device, one per site. Closing the screen keeps it. Back on Cases, the draft shows at the top of the list with Resume. Opening New case offers Resume or Discard. Anything in the draft that has since been removed from the site is skipped, and you're told which. Because the draft lives on the device, it won't show on another phone or computer. If you're offline when you press save, the draft stays and you can save when you're back online. See Install and work offline.
Add items to a case you've saved
Open the case and press Scan to consume. It scans an item and marks it as used on that case. It uses the serial you scanned, else the scanned lot, else the item that expires first. The button only shows if scanning is on for the site and your role manages cases. See Scanning and Undo.
Good to know
- A saved case can't be edited or deleted in the app. Check the staff, procedure and case number before you save.
- A case recorded by import has staff and a date but no items. See Importing cases.